V J Hancock & Co Limited understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our clients, employees, suppliers and service delivery partners and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
V J Hancock & Co Limited
We are registered in England and Wales under registration number 04996221
Our registered office address is:
The Zinc Building
Our trading name is VJH accountancy and we trade from the above address.
We are a chartered certified accountancy practice providing a range of accountancy and taxation based services
Our VAT registration number is 904 1549 43
Our Data Protection Officer is:
Name: Neil Bishop
Email address: firstname.lastname@example.org
Telephone number: 01993 822817
Our data protection registration number is Z8566307
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
The personal data that we use is set out in Part 5, below.
Under the GDPR, you have the following rights, which we will always work to uphold:
b) The right to access the personal data we hold about you. Part 10 will tell you how to do this.
c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 12 to find out more.
d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we Please contact us using the details in Part 12 to find out more.
e) The right to restrict (i.e. prevent) the processing of your personal data.
f) The right to object to our using your personal data for a particular purpose or purposes.
g) The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that if data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
h) Rights relating to automated decision-making and profiling. We do not use your personal data in this way.
For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 12.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
We may collect some or all of the following personal data (this may vary according to your relationship with us)
- E-mail address
- Telephone numbers
- Date of birth
- National Insurance number
- Unique Taxpayer Reference number (UTR)
- Tax code
- Job title and profession
- Anti-Money laundering information (passport or driving licence, utility bill)
- Business name and details (UTR, Companies House number, VAT number, PAYE and Accounts Office reference numbers, Auto Enrolment Letter Codes);
- Nature of your business
- Bank and/or credit card details
Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data may be used for the following purposes:
- Supplying our services to you. Your personal details are required in order for us to enter into a contract with you.
- Personalising and tailoring our services for you.
- Communicating with you. This may include responding to emails or calls from you.
- Supplying you with information by email or post that you have opted-in to as part of our service provision (you may unsubscribe or opt-out at any time by informing us by telephone, email or post).
With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email, telephone text message or post with information, news, and offers on our services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.
Third Parties (including but not limited to Google, Facebook, Linked-in and Twitter) whose content appears on our website may use third-party Cookies, as detailed below in Part 11. Please refer to Part 11 for more information on controlling cookies. Please note that we do not control the activities of such third parties, nor the data that they collect and use themselves, and we advise you to check the privacy policies of any such third parties.
We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):
- For the duration of the contract for services until termination (including post-termination where legally required for the appropriate period of time).
- For as long as someone is actively engaged with our business e.g. contacts for an active contract for services and/or active subscribers to a service.
- Indefinitely to support the services we offer e.g. unsubscribing from marketing communication or opting out of certain types of processing.
The security of your personal data is important to us and to protect your data a number of security measures are in place, including but not limited to, the following:
- Secure passwords and internal policies
- Internal training of all staff to understand data protection responsibilities
- Regular impact assessments for any new services
- Designated Data Protection Officer (DPO)
We may also store or transfer some or all of your personal data in countries that are not part of the European Economic Area (the “EEA” consists of all EU member states, plus Norway, Iceland, and Liechtenstein). These are known as “third countries” and may not have data protection laws that are as strong as those in the UK and/or the EEA. This means that we will take additional steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the GDPR as follows.
Where we transfer your data to a third party based in the US, this may be protected if they are part of the EU-US Privacy Shield. This requires that third party to provide data protection to standards similar to those in Europe. More information is available from the European Commission.
Please contact us using the details below in Part 12 for further information about the particular data protection mechanism used by us when transferring your personal data to a third country.
We will not share any of your personal data with any third parties for any purposes, subject to the following exceptions:
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
If any personal data is transferred outside of the EEA, we will take appropriate steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the GDPR as explained above in part 8.
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held) This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 12.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within 21 days and, in any case not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
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Third Party Cookies
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For more information on Google Analytics cookies, see the official Google Analytics page.
From time to time we test new features and make subtle changes to the way that the site is delivered. When we are still testing new features these cookies may be used to ensure that you receive a consistent experience whilst on the site whilst ensuring we understand which optimisations our users appreciate the most.
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Hopefully that has clarified things for you and as was previously mentioned if there is something that you aren’t sure whether you need or not it’s usually safer to leave cookies enabled in case it does interact with one of the features you use on our site.
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of Neil Bishop):
Email address: email@example.com
Telephone number: 01993 822817
The Zinc Building
Any changes will be communicated to you and immediately posted on our website.
“Val provides a personal, professional service. She has answered my questions and explained various tax related issues to me in a meaningful, non-technical way.”Alison